To best utilize the full number of licenses allotted to your Unity® Accounting account, it is advisable to conduct regular audits of your user list. We recommend performing this audit at least once every quarter or whenever there are changes on your team, such as team members joining or leaving the firm. In this article, we will guide you through the following processes:
- How to check your current list of Unity® Accounting users
- How to add a new user
- How to make a user inactive
- How to reset a user’s password
- How to export your Unity® Accounting users list to CSV
1. How to check your current list of Unity® Accounting users:
Step 1: Go to Maintenance > User Accounts in Unity® Accounting.
Step 2: In the User Accounts window, you will find a list of all your Unity® Accounting users.
2. How to add a new user:
Important: You must have a user license for each user you add to enable multiple users to log in simultaneously. To perform this action, you need to be an Admin user.
Step 1: Go to Maintenance > User Accounts in Unity® Accounting and click on New.
Step 2: In the User Accounts window, fill out the details for the new user.
Step 3: We recommend checking off the Allow user to access Unity® Accounting Online option to grant the user access to Unity® Accounting’s online features such as mobile access.
Step 4: If you have different groups in Unity® Accounting with varying levels of access and privileges, select the appropriate group for the user from the Group drop-down menu.
Step 5: If the user is associated with a specific lawyer or timekeeper, use the respective option to make the association.
Step 6: Fill out the necessary fields for the specific lawyer or timekeeper.
Tip: The Designation field can be left blank, or you can input a specific designation if required (e.g., “King’s Council,” “Bachelor of Law (LLB),” “Doctor of Jurisprudence (JD)”).
3. How to make a user inactive:
Important: You must be an Admin user to perform this action.
Step 1: Go to Maintenance > User Accounts in Unity® Accounting.
Step 2: Locate the user who is no longer active in the user accounts window and click the pencil icon next to their name.
Step 3: In the User Account Details window, uncheck the User is active option and click Save & Close.
Uncheck ‘User is active’
Tip: Users are not deleted in Unity® Accounting to avoid issues with attached matters or files. Instead, they are marked as active or not active.
4. How to reset a user’s password:
Important: You must be an Admin user to perform this action.
Step 1: Go to Maintenance > User Accounts in Unity® Accounting.
Step 2: In the User Accounts window, find the user with the forgotten password and click the pencil icon next to their name.
Step 3: In the User Account Details window that pops up, either choose Show Password to use the same password to login OR change the user’s password in the password field. Ensure that the same password is entered in the Confirm Password field. Finally, click Save & Close.
5. How to export your Unity® Accounting users list to CSV
Step 1: Go to Maintenance > User Accounts in Unity® Accounting.
Step 2: In the User Accounts window, you will find a list of all your Unity® Accounting users.
Step 3: Click the Export to CSV button.
Step 4: Choose a destination on your PC to save the CSV list.
Tip: It is recommended for Unity® Accounting Admins to perform this task once every fiscal quarter and whenever any team members leave or join the firm. This ensures you always have an up-to-date user list and maximize the Unity® Accounting licenses associated with your account.